What are the best practices for professional digital communication?

1 Know your audience

Before you write or respond to any digital communication, think about who you are addressing and what you want to achieve. Your audience may vary in terms of their expectations, preferences, and familiarity with you and your topic. For example, you may need to use more formal language and structure when communicating with a potential client or a senior manager, than when chatting with a colleague or a friend. You may also need to adjust your tone and level of detail depending on the purpose of your communication, whether it is to inform, persuade, request, or apologize.

2 Choose the right channel

Another important factor to consider is the channel or platform you use to communicate digitally. Different channels have different advantages and disadvantages, and you should choose the one that best suits your message and your audience. For example, email is a common and convenient way to communicate professionally, but it may not be the best option for urgent or complex matters that require immediate feedback or clarification. In that case, you may opt for a phone call or a video conference instead. Similarly, you should be aware of the norms and etiquette of each channel, such as the appropriate length, format, and tone of your messages.

3 Use clear and concise language

One of the challenges of digital communication is that you may not have the benefit of non-verbal cues, such as facial expressions, gestures, and voice tone, to convey your meaning and emotions. Therefore, you should use clear and concise language that avoids ambiguity, jargon, and slang. You should also use proper grammar, spelling, and punctuation, and proofread your messages before sending them. Additionally, you should avoid using all caps, excessive exclamation points, or emojis, unless you are sure that your audience will appreciate them and that they match the tone of your message.

4 Be respectful and polite

Digital communication can also pose some risks of misunderstanding, misinterpretation, or offense, especially when dealing with sensitive or controversial issues. Therefore, you should be respectful and polite in your interactions, and avoid using language that may be perceived as rude, aggressive, or insensitive. You should also respect the privacy and boundaries of your recipients, and avoid sending unsolicited or irrelevant messages, or spamming them with multiple or repetitive messages. Furthermore, you should acknowledge and respond to your messages in a timely and courteous manner, and apologize if you make a mistake or cause any inconvenience.

5 Follow up and follow through

Finally, one of the best practices for professional digital communication is to follow up and follow through on your messages. This means that you should confirm that your message has been received and understood, and that you have addressed any questions or concerns that may arise. You should also keep track of any commitments or actions that you have agreed to take, and update your recipients on your progress and outcomes. By doing so, you will demonstrate your reliability, accountability, and professionalism, and build trust and rapport with your audience.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?